PageProof

Here’s an explanation of all the different roles that you can have on a proof using a workflow (reviewer, mandatory, gatekeeper)

A guide on workflow roles

You can create, and save a workflow template for use later, in 3 different areas of PageProof. Here’s how.

Creating and saving a workflow template

Once you have created a workflow template, you can share the template with others so they can use it when creating proofs too.

Sharing a workflow template

Favorite workflows you commonly use for quick access when setting up proofs. These will display at the top of your workflow list.

Favorite a workflow template

When managing your workflow templates, you might like to duplicate a workflow template, or delete templates that are no longer used.

Deleting and duplicating a workflow template

You can create a new workflow from scratch in the proof setup screen – add as many workflow steps that you need & save it as a template too.

Creating a new workflow in the proof setup screen

When multiple mandatories or gatekeepers are in the proof’s workflow, you can set whether all decisions are required, or just one.

Setting all or one mandatory/gatekeeper decision is required

A proof can start partway through the workflow if you like. E.g, you can choose to start the proof at step 2 rather than step 1. Here’s how.

Start a proof at a certain step of the workflow

Gemma

Learn how to create and use workflows to easily route your proof through groups of reviewers, each proofing in turn.

Workflows

What can an owner of the proof do? What makes this role important? What permissions do they have over the proof?

Explaining the role of an owner

You can skip all mandatory and gatekeeper reviewers in a workflow step – all at once, with one click.

Skipping mandatory/gatekeeper reviewers

If you aren’t sure who needs to review and approve your proof, or what workflow to use, you can assign another owner who does know.

Passing your proof to another owner

As the proof owner, you may need to approve the proof on behalf of the approver. This will notify the approver and any other proof owners.

Approving the proof on behalf of the approver

If you have sent the proof owner a to-do list and you now want to add more to-dos, ask the proof owner to revert the to-do list.

Reverting the to-do list

As a proof owner, if you need to stop the workflow when the proof is still in progress and upload a new version, you can.

Stop the workflow and upload a new version

Do you have new reviewers who need to access previous versions as well? Here are three ways you can achieve this.

Adding a reviewer to an older proof version

Proof owner

Do you have key stakeholders who must look at the proof? Make their review mandatory in the proof’s workflow.

Mandatory reviewers

As the proof owner, you can allow a reviewer to invite others to review the proof – handy if you’d like them to add others to the workflow.

Assigning the inviter permission for a reviewer

Explaining the role of the reviewer in a workflow

Reviewer

What can a gatekeeper in the proof’s workflow do? Who should be made a gatekeeper, and how do they release the proof to move on.

Explaining the role of the gatekeeper

When a gatekeeper opens the proof, PageProof will ask if they want to lock it. So what does it mean to lock the proof as a gatekeeper?

Gatekeeper: When to lock the proof

Explaining the role of the gatekeeper in a workflow

Gatekeeper

What can an approver in the proof’s workflow do? What makes this role important? What is their responsibility in the workflow?

Explaining the role of the approver

The approver can give final sign-off on the proof. The approver is the person in the final step of the workflow.

Approving a proof

As a gatekeeper or approver, if you’d like changes to be made to the proof you need to return a to-do list to the proof owner.

Returning a to-do list

Occasionally, after the approver clicks approve they might spot a change to be made – you might want to withdraw the approval, and you can.

Approve button pushed too quickly? No worries.

Explaining the role of the approver in a workflow

Approver

What can an editor of the proof do? What makes this role important? What are they able to do on a proof.

Explaining the role of the editor

Don’t want the editor to send out new proof versions? Here are instructions on how the editor can pass the new proof version to the owner.

How an editor can assign a new version to an owner to send

After a to-do list has been returned to the proof owner, an editor can be assign to action the to-dos. The editor can upload a new version.

Proof owner

Reviewer

Gatekeeper

Approver

Editor